Insurance certificate & document chase
Your subs' COIs, W-9s and licences checked against your requirements, and the missing or expiring ones chased.
Record Job costing from receipts for 2–20 person trades
Your crew texts the receipt. We tie it to the right job.
Your crew snaps the receipt at the supply house and texts or WhatsApps it with the job name. {{BRAND}} codes each one to the job and cost type in QuickBooks, Xero or your own sheet. Every week we chase card charges that have no receipt, and every Monday you get a short spent-vs-estimate summary for each open job. A person checks every line, and your bookkeeper stays in charge of the books.
- No card needed
- No app for your crew
- Your books stay yours
This week · 5 open jobsMon 07:30
OverJob 14 kitchen, Client 12: materials $9,480 against an $8,600 estimate
Which job?$1,050 at Lumber yard C, crew wrote "Oak St". You have two jobs on Oak St.
Coded38 receipts, $7,912.66, on the right jobs with photos attached
Missing3 card charges with no receipt, $727.33. Crew asked by text.
Sample with made-up jobs and numbers
The problem
You find out a job lost money after it's finished.
Receipts with no job name
A photo lands in the group text with no job on it. Weeks later someone guesses, and a supply-house run gets coded to whichever job the crew was on last.
The shoebox in the truck
Faded receipts in the glovebox, card charges nobody can explain, and a bookkeeper who's tired of asking which job the lumber was for.
Quoting from memory
Without real cost per job, the next quote is a guess based on how the last one felt. Receipt apps help when the crew uses them and someone checks what they coded. In a small shop that someone is often the owner, at night.
{{BRAND}} costs less than hiring someone to sit in the office and do this, and your crew doesn't have to learn an app. Your bookkeeper keeps doing the books. They just get receipts that are already on the right job.
How it works
Three steps. Your crew can start sending receipts this week.
Send us your open jobs
Your job list with the estimate or contract amount for each, by cost type if you have it. An export from QuickBooks, Xero, Jobber, Tradify or Buildertrend works, and so does a spreadsheet. We give your crew one number to send receipts to.
Your crew sends receipts
A photo of the receipt and the job name or address, by text, WhatsApp or email, straight from the supply house. No app and no login. If the job name is missing, we ask the sender once, then flag it to you.
We code, chase and report
Each receipt goes to the right job and cost type (materials, subs, equipment rental, fuel, permits), matched to its card or bank charge with the photo attached. Each week we chase charges with no receipt. Each Monday you get spent vs estimate per job.
What changes hands
What you send, and what you get every week
You send (once)
- Your open jobs, with the estimate or contract amount for each
- Who's on the crew, and which company cards they carry
- A user login on QuickBooks Online or Xero that you or your bookkeeper set up, or a sheet you'd like us to fill instead
- Your bookkeeper's rules: cost types, classes, and how they want receipts entered
- Optional: hours per job each week from your time clock or timesheets
You get (every week)
- Receipts coded to job and cost type within one working day, with the photo attached
- A Monday summary: spent vs estimate for every open job
- A list of card charges with no receipt, and who we've asked
- A flag when a job passes 85% of its estimate (you can change the number)
- A job-cost sheet you can keep using for your next quote
- A real person to reply to: {{FIRST_NAME}}
Sample Monday summary
The email you'd read before the trucks go out
Short, and sorted by what needs you. This sample uses a made-up trades business, made-up jobs and made-up numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject Your jobs this week: 1 over estimate, 2 close, 2 questions, 3 receipts missing
Over estimate (1)
- Job 14 · Kitchen remodel, Client 12 · materials $9,480.15 against an $8,600.00 estimate (110%). $1,846.20 this week, mostly cabinet hardware from Supplier A. A $612.00 return slip from 2 Oct has no credit on the card yet. We'll flag it again if the credit isn't there by 16 Oct.
Close to estimate (2)
- Job 19 · Panel upgrade, Client 31 · materials $2,710.40 of $3,000.00 (90%). Two runs to Supply house B this week, $1,186.22.
- Job 21 · Deck rebuild, Client 8 · materials and rental $4,698.00 of $5,400.00 (87%). Includes 3 days of mini-excavator rental at Rental yard D, $640.00.
Needs an answer (2)
- Lumber yard C · 6 Oct · $1,050.00 · crew wrote "Oak St". Job 17 and Job 23 are both on Oak St. Which one? It sits under "unassigned" until you reply.
- Big-box store B · 7 Oct · $86.40 · Crew lead 2 says half is for Job 21 and half for the shop. Split 50/50 for now. Tell us if that's wrong.
Card charges with no receipt (3)
- Card ending 4471 · Crew lead 2 · 5 Oct · Big-box store B · $212.40. Asked twice by text. If there's still no receipt on Friday, we'll mark it "no receipt" for your bookkeeper.
- Card ending 1180 · Crew lead 1 · 6 Oct · Supply house B · $418.75. He says Job 19 and the receipt is in the truck. We've asked for a photo.
- Card ending 1180 · Crew lead 1 · 7 Oct · gas station · $96.18. Fuel goes to overhead unless you tell us which job.
Coded this week (38)
- 38 receipts · $7,912.66, coded to 5 jobs and shop overhead. Each one is attached to its card charge in QuickBooks with the photo, ready for your bookkeeper to confirm. Nothing is entered twice.
- Job 17 and Job 23 · at 50% and 28% of estimate. Nothing needed from you.
Full job-cost sheet: your Google Sheet
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
Your job-cost sheet · week of 5 Oct5 open jobs
| Job | Estimate | This week | To date | Used | Status |
|---|---|---|---|---|---|
| Job 14 · Kitchen remodel, Client 12 | $8,600.00 | $1,846.20 | $9,480.15 | 110% | Over |
| Job 17 · Bath remodel, Unit 4B, Oak St | $6,200.00 | $742.35 | $3,108.90 | 50% | On track |
| Job 19 · Panel upgrade, Client 31 | $3,000.00 | $1,186.22 | $2,710.40 | 90% | Close |
| Job 21 · Deck rebuild, Client 8 | $5,400.00 | $2,214.37 | $4,698.00 | 87% | Close |
| Job 23 · Repipe, Client 40, Oak St | $4,800.00 | $1,320.52 | $1,320.52 | 28% | On track |
| Shop & overhead | – | $603.00 | – | – | Overhead |
| Unassigned | – | $1,050.00 | – | – | Which job? |
| This week | $8,962.66 | 39 receipts |
Estimate = the materials, rental and subcontractor lines from your own estimate. Labor is added only if you send hours per job. Card charges with no receipt yet ($727.33) are listed in the email, not counted here.
Prepared by {{FIRST_NAME}}, {{BRAND}} · Your bookkeeper still reviews and closes the month.
Sample with made-up jobs, suppliers and numbers
Pricing
Priced by receipts a month, not by seat or crew size
Up to 100 receipts a month
$150/month
For a 2–5 person crew
Up to 250 receipts a month
$300/month
For a few crews and several open jobs
Up to 500 receipts a month
$500/month
For a busy shop of up to about 20 people
Every plan includes
- Receipts by text, WhatsApp or email
- Coding to job and cost type in QuickBooks, Xero or your sheet
- Photo attached to the matching card or bank charge
- Weekly chase of card charges with no receipt
- Monday spent-vs-estimate summary for every open job
- Any number of jobs and crew members
- A named person, not a ticket queue
- Monthly billing, cancel any time
- Over 500 receipts a month? Ask us.
One receipt is one purchase: a receipt photo, a supplier invoice, or a card charge we chase a receipt for.
Free for 2 weeks on the jobs you have open now. No card, no contract.
Start the free trialFor context: receipt apps cost from free to about $100 a month, and some take receipts by text, but someone still has to check what they coded and chase what never got sent. An offshore bookkeeping assistant costs about $280–1,250 a month, plus the time it takes to train and check them. A bookkeeper in the US costs about $27 an hour.
What we don't do: tax, accounting or legal advice; bank reconciliations or month-end close; sales tax, GST or VAT coding and returns, or BAS; payroll; paying bills or moving money; estimating or pricing your jobs. We aren't accountants, CPAs or registered BAS agents. Your bookkeeper or accountant stays in charge of the books.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. We code receipts within one working day. For US and Canadian clients our working day is your night, so most of a day's receipts are on the right job before your next morning.
What does my crew have to do?
Take a photo of each receipt and send it by text, WhatsApp or email with the job name or address. That's it: no app, no login, no password to forget. If they forget the job name, we ask them once. If a card charge turns up with no receipt, we ask the person who carries that card.
What access do you need?
As little as possible. Usually that's a user login on QuickBooks Online or Xero that you or your bookkeeper create and can remove at any time, set up so it can't pay bills or change bank details where your plan allows that. On QuickBooks it may use one of your plan's user seats. If you'd rather not give a login, we fill a Google Sheet, your bookkeeper enters it, and you send us your card statements each week so we can chase missing receipts. We never need passwords to your bank, your card accounts or your email.
Will this mess up my bookkeeper's books?
It shouldn't, and your bookkeeper decides how we work. Usually we attach each receipt to its card or bank charge already in QuickBooks or Xero, with the job and cost type filled in, and your bookkeeper confirms it. We never add a second expense for a charge that's coming in from the bank, so nothing is entered twice. We follow their cost types and rules, and they can see and change everything we've done.
Is my data safe?
Your receipts, jobs and books are used only to code your costs. Files are kept in our Google Workspace account with 2-step login, and seen only by the person working on your account. They're never sold or shared beyond the software we use to do the work, and are deleted within 7 days if you leave. We never ask for full card numbers. We're happy to sign your NDA. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software helps us read receipts and sort them by job. A person checks every amount, date and job against the photo before anything goes into your books or your summary.
What about labor?
We don't run payroll. If you send hours per job each week from your time clock or timesheets, we add labor at the cost rate you give us, so the summary shows the whole job and not just materials.
What don't you do?
We don't give tax, accounting or legal advice. We don't do bank reconciliations, month-end close, payroll, sales tax, GST or VAT coding, returns or BAS, and we don't pay bills or move money. We don't estimate or price your jobs. We aren't accountants, CPAs or registered BAS agents, so for Australian businesses we assign jobs only and leave account and GST coding to your BAS agent or bookkeeper. Your bookkeeper or accountant stays in charge of the books.
What happens after the free trial?
Pick a plan or stop. Either way, every receipt we coded and the job-cost sheet are yours.
How do I pay?
A monthly invoice that you can pay by bank transfer or by card.
Free 2-week trial
Start with the jobs you have open now
Tell us roughly how big your crew is and where your books are. {{FIRST_NAME}} will reply within one working day with a short setup list. We aim to have your crew sending receipts within 2 working days.
Prefer email? {{EMAIL}}